Office Manager/Program Analyst

Grambling State University•Grambling, LA

About The Position

Provides administrative support to the office of Title III programs and tracks equipment inventory for Title III grants. The role covers clerical and program support, meeting and travel coordination, records management, support for Title III Activity Directors, grant reporting, and detailed control of equipment, supplies, and fixed assets. The position also assists with grant applications and office reports, conducts inventory audits and site visits, maintains electronic and paper inventory records, and provides inventory-related training and guidance. Other duties may be assigned by the Director.

Requirements

Bachelor’s degree in Business or a related field.
Strong oral and written communication skills.
Excellent organizational skills.
Proficiency with Microsoft Office Suite tools, such as PowerPoint, Word, and Excel.

Nice To Haves

Experience or proficiency with Banner.
Experience or proficiency with Canva.

Responsibilities

Facilitate clerical matters for the Title III Office, attend meetings, prepare and distribute agendas and minutes, and send meeting, training, and timesheet reminders.
Coordinate and schedule meetings and maintain calendars, schedules, appointments, and event records for the Title III Director and office staff.
Maintain Title III OneDrive and Teams accounts and update the shared Outlook calendar with meetings, deadlines, workshops, seminars, and other events.
Prepare schedules for mid-year and end-of-year external evaluations; arrange the Title III Director’s travel and accommodations and prepare travel reimbursements.
Receive, date-stamp, and transmit documents; check campus and off-campus mailboxes daily and maintain a mail log.
Answer and screen telephone calls, relay messages, greet visitors, and check and distribute information from the Title III email account.
Organize current and historical Title III records and files in a retrievable system.
Prepare requisitions and consultant forms; order supplies, equipment, and services; pick up and deliver materials; coordinate equipment servicing; and follow requests through to completion.
Create workshop evaluation forms and surveys; assist and orient Title III Activity Directors; develop or implement best practices; collect required reports and track timely submissions.
Develop annual grant startup packets, including personnel rosters, PAF forms, Banner access, budget coding forms, and grant information data forms.
Compile and distribute program materials and documents, including proposals and reports; assist with annual grant application submissions to the U.S. Department of Education and preparation of office reports.
Maintain electronic databases of monthly inventory reports and documents for Title III activities; conduct inventory control audits and site visits; document findings and prepare monthly equipment inventory reports with recommendations.
Maintain electronic and paper inventory and fixed-asset records, including records in Banner or other inventory software, and report resource-related problems to the Director.
Store and track Title III equipment, including loaner equipment; log checkouts and contact borrowers about scheduled returns.
Review requisitions to ensure new inventory is entered into the appropriate system; coordinate with the Coordinator of Budgets to maintain requisition, purchase order, and completion report records.
Meet as needed with Activity inventory specialists to inspect and monitor equipment and supplies, and meet regularly with the University Property Control Director to reconcile inventory records.
Track lost, stolen, depleted, used, outdated, and under-$1,000 equipment; arrange transfers of used or outdated equipment to Property and Receiving; conduct annual asset inventory checks; and track purchases and supply depletion.
Maintain logs of signed Transfer Property Forms and Property Away from Campus Forms and ensure off-campus property is returned by its designated date.
Review monthly inventory reports for accuracy and completeness of required identification, location, receipt, and signature information.
Provide inventory technical-assistance workshops and create inventory guides and best practices for Activity Directors.
Perform other duties assigned by the Director in a timely manner.